Visit to Holy Cross Mintal for Our Industry Analysis Team Report

For the subject ITCC 112 (Advanced Technology and Project Management), one of the key requirements set by our facilitator is the submission of an Industry Analysis Team Report. This project emphasizes collaboration, requiring each member of the team to analyze one of the nine knowledge areas outlined in the PMBOK® Guide (6th Edition). The knowledge areas range from Integration Management to Stakeholder Management, providing a comprehensive framework for project management practices. For my part, I chose Project Procurement Management - an area I am confident in, given my professional experience.

Working in the Finance and Administrative Division at the National Economic and Development Authority (NEDA), I serve as a member of the Bids and Awards Committee (BAC) Secretariat. My responsibilities include preparing bid documents, coordinating procurement activities, and ensuring compliance with relevant laws and regulations. This experience has equipped me with a strong foundation in procurement processes, which I believe can significantly contribute to Holy Cross of Mintal, Inc. By applying the principles of Project Procurement Management, I aim to identify gaps and offer recommendations that will streamline their processes.

Holy Cross Mintal, Inc. is an educational institution situated in Mintal, Davao City. The idea to conduct our industry analysis there was suggested by two of my classmates who work at the school. After discussing it as a team, we decided that the Employee Development Program managed by the Human Resources (HR) Department would serve as the focus of our analysis. This program is essential to fostering employee growth and productivity, making it a suitable subject for evaluating through the lens of project management knowledge areas. To formalize the visit, we drafted a letter addressed to the school head, requesting permission to interview the HR Department Head and gather data for our report.

In preparation for the visit, we carefully planned our approach. Each team member developed a set of questions tailored to their assigned knowledge area, ensuring that the data we gathered would be comprehensive and relevant. For my part, I focused on procurement-specific inquiries, such as how the HR Department sources resources for training programs, the efficiency of their vendor selection process, and whether they employ monitoring tools to track procurement activities. These questions aimed to uncover potential inefficiencies and identify areas for improvement.

On Saturday, October 26, 2024, we arrived at Holy Cross Mintal with a mix of anticipation and curiosity. As we entered the school premises, I felt a sense of purpose, knowing that this visit was an opportunity not only to fulfill an academic requirement but also to potentially contribute to the institution’s growth. The HR Department head, who was gracious enough to accommodate us on a weekend, welcomed us warmly into her office. Her openness and willingness to share insights set a positive tone for our discussions.

During the interview, we discovered several challenges faced by the HR Department. The HR Head is currently the sole staff member in the department, shouldering all responsibilities related to employee development. This limited staffing has led to delays in executing activities and insufficient time for thorough planning. Additionally, the department lacks modern tools and systems for efficient project management, which further hampers its ability to deliver impactful programs. For instance, resource constraints often result in unplanned activities that drive up costs and strain existing workloads.

From a procurement perspective, these issues highlight the need for a structured approach to resource management. Delays in securing materials or services for training programs, combined with inadequate planning, have resulted in missed opportunities for optimizing employee growth. These findings underscore the importance of implementing a comprehensive procurement management plan. Such a plan would address current inefficiencies by streamlining processes, ensuring timely delivery of resources, and fostering better coordination between stakeholders.

Based on the challenges identified, I proposed leveraging the framework provided by the PMBOK® Guide to develop a tailored procurement management plan for the Employee Development Program. This plan would include detailed processes for planning, executing, and monitoring procurement activities. For instance, creating a procurement plan would help the HR Department allocate resources more effectively and anticipate potential bottlenecks. Additionally, adopting a procurement timeline could streamline task tracking.

Another recommendation involves strengthening vendor relationships through a formalized evaluation and selection process. By maintaining a database of prequalified vendors, the department could reduce lead times and ensure access to quality resources. Regular feedback mechanisms could also be implemented to improve vendor performance over time. These strategies aim to empower the HR head, enabling her to focus on strategic initiatives rather than being overwhelmed by operational inefficiencies.

The visit to Holy Cross Mintal was a highly productive and enlightening experience. It provided a firsthand understanding of the challenges faced by a small but essential department within an educational institution. Despite the limitations, the HR Head’s dedication to her role was evident, inspiring us to develop practical solutions that could ease her workload and enhance the department’s impact. Collecting data and insights aligned with the principles of Project Procurement Management reinforced the relevance of this knowledge area in addressing real-world challenges.

As I begin drafting my section of the Industry Analysis Team Report, I feel a renewed sense of purpose. This project goes beyond fulfilling an academic requirement - it is an opportunity to make a tangible difference. By applying the lessons from our facilitator and the PMBOK® Guide, I hope to contribute meaningful insights that will help Holy Cross Mintal, Inc. optimize its Employee Development Program. The experience has also deepened my appreciation for the role of collaboration in achieving project success, and I am eager to see the final report come together as a collective effort.